January 2, 2010
Rotary Club of Beavercreek
Membership Billing Procedures
1. Members will be billed quarterly: 1 Jan - 31 Mar, 1 Apr - 30 Jun, 1 Jul - 30 Sep and 1 Oct - 31 Dec.
2. Membership meeting meals will be billed in advance. Current rate is $12.00 per meal and is subject to change.
A. Members in the “Rule of 85” category will not be billed in advance for meals. These members will only be charged for Beavercreek Rotary meetings attended.
B. Members on an approved leave of absence will not be charged for meals missed during their leave of absence or for any other non-mandatory charges.
3. The annual membership dues of $100.00 will be billed in advance and charged $25.00 quarterly.
New members will be billed a rate of $ 8.33 per month, starting the first month after the Executive Board has approved their membership.
4. All other activities will be billed in arrears.
Examples:
-Special activities
-Paul Harris installment payments
-Guest meals
-Credits for make-ups
-Fund raiser sales
-Other items as directed by the executive board
5. Credits will be given for meals missed to members with a valid make-up card(s) and members with an approved exemption. (written request and approval are required for exemptions).
6. Any special billing activity requires that the chairperson of that activity provide a detailed list of the items to be charged by the first Friday following the end of the quarter.
7. Normally bills will be prepared and presented to members by the third Friday’s meeting following the end of the quarter.
8. Normally membership bills are due to be paid by the 6th Friday following the due date on the bill. Any deviation will be so stated in the bill.
9. Bills not paid by date due will be considered overdue.
10. Bills not paid in full by the due date will be charged a late fee. The late fee will be calculated on the unpaid balance as of 1 Jan, 1 Apr, 1 Jul & 1 Oct at a rate of 5%. On those dates the unpaid balances will be multiplied by 1.05 and are due immediately. The late fee is designed to encourage prompt payment and defer cost to administer the debt.
11. Accounts in arrears in excess of $500 or for more than two quarters shall be referred to the executive board for further action.
12. Bills are payable in cash or by check made payable to the “Rotary Club of Beavercreek”.
13. Bills may be hand delivered to the Treasurer or mailed to:
Rotary Club of Beavercreek
P.O. Box 340475
Beavercreek, Oh 45434
14. Secretary’s responsibilities:
A. Provide a copy of new member’s application and effective billing date.
B. List members change their status. Specifically: exemptions, termination and leaves of absence, with effective dates.
C. Provide quarterly attendance report indicating the number of make-up credits to be given each member.
D. Report attendance at functions which earn credit toward a Paul Harris fellowship.
E. Report guest meals not paid for at the meeting.
F. Report “Rule of 85” Member’s attendance.
15. New members shall pay their $100.00 initiation fee at the time the application is turned in. If fee does not accompany the application for membership, the application will not be considered.
16. Upon membership termination or request for leave of absence you will be charged for meals up to the date your request is received and approved, not the date of your letter.
17. Departing members will be credited for meals paid in advance.
18. Terminating membership without written notice will incur non-reimbursable charges until the executive board takes action to terminate the individual’s membership.
19. Money collected for sustaining membership will be forwarded to The Rotary International Foundation on a quarterly basis. The Treasurer will keep records of each sustaining member’s account. If a member leaves the Beavercreek Rotary Club, their account will be closed and the money transferred to the Club’s Foundation account.